Purpose

To create pending Fee Encumbrances for students who have Fee Payments Overdue

SubSystem

Finance

The process determines if, for individual students, amounts that are due remain unpaid at the time this job is run. Additionally, for Student Contribution Amounts, it calls a routine to determine those students eligible to defer payment of unpaid Contribution Amounts as at the Census Date, and precludes such students from further processing.

Where amounts are unpaid and due, it accesses the relevant Encumbrance schedule (which can be seen in the form FINF2890) to decide if an Encumbrance is indicated for the amount by which the student is overdue.

Where the schedule indicates that an Encumbrance should apply, the process creates pending Fee Encumbrance records for later authorisation. It does not apply Encumbrances to students automatically.

Pending Encumbrances are authorised or cancelled by a user in the form Authorise Fee Encumbrances, FINF6311.

Run Details

Method

The job can only run in batch mode, through the Job Control & Scheduling Subsystem.

Run as required, normally after the dates indicated by the relevant payment or Encumbrance Schedules for a particular Fee Type or Category (and taking into account the timing of receipt of payments into the Subsystem).

After successfully running the job, the Fee Encumbrance Report, FINR0210, can be run to list students for whom a pending Fee Encumbrance has been created.

The JBS job log file (form JBSF5301, accessed via JBSF5300) indicates reasons why a record may not have been created where a student has been considered for a potential Fee Encumbrance.

The form Authorise Fee Encumbrances, FINF6311, gives Fee Encumbrances details for an individual student.

The Process Overdue Payment Penalties block contains:

Parameters Tab

• Overdue Payment Effective Date
• Fee Assessment Period
• Person ID
• Fee Type
• Fee Category
• Course
• Pending Fee Encumbrance Status
  

  Buttons

  • Find Person
  • Calendar Lookup

Rule/Notes:

Enter the Effective Date for the running of this process. The default is the Current Date. It is this date that is used to access the appropriate entry in the relevant Encumbrance Schedule (FINF2890). The Effective Date is also used in determining the number of days the payment is overdue, as shown in the form Authorise Fee Encumbrances, FINF6311.

Select the Fee Period from the list of active Fee Assessment Periods.

The next four parameters control the range of students examined for potential Fee Encumbrances. The % symbol indicates that all values should be included for the parameter.

• Enter a Person ID if the job is to be run for a single student.
• Select or type in a Fee Type and/or Fee Category to narrow the field to students liable for a particular fee and/or those included in a particular category.
• Enter a Course Code to restrict the search to students studying that course.

The final parameter allows selection of an institution defined status matching the System Fee Encumbrance status of WAIT APRVL. This caters for the possibility that an institution has mapped more than one status to the System Status.